No ERP System

If you manage your inventory and track capabilities primarily using a spreadsheet (or an accounting system like Quickbooks Online), you can still benefit by using Rotabull as a sales system.

Uploading Inventory

The main difference when using Rotabull without a connected ERP system is that you will need to manage your inventory uploads directly in Rotabull.

You can upload your inventory (or other parts/capabilities lists) to Rotabull through the user interface, by going to Listings > Upload File, selecting your import type, and uploading a spreadsheet that matches the template file.

1. First, double-check that your spreadsheet matches the required format for Rotabull, which is described on the right-hand side of the Upload page. It can be an excel spreadsheet or CSV. Required columns must have data in all rows, the optional columns can have empty rows or be omitted entirely.
2. Select the type of Inventory you are uploading (Inventory, MRO Capablities, Non-stock parts or Non-stock capabilities). You can optionally select "Sync to Marketplaces" which causes Rotabull to push your new inventory to your connected Marketplaces (see integrations) once the upload is complete.
3. Choose a file and then click "Upload Spreadsheet" to verify the spreadsheet:

First, check that Rotabull has selected the correct row for the header (column names), then click Next.

On the next screen, you'll want to manually verify that Rotabull has identified the correct column names for each Template Field. If the "Columns in your File" doesn't exactly match the column names in your spreadsheet, then click the dropdown to see other options. You should be able to select the correct column name here, if not please double-check the format. For assistance, reach out to [email protected].

Note: Some of the Template Fields/Column Names are optional and can be ignored if they are not in your spreadsheet. The required fields will have a red asterisk next to the name of the template field.

From here, click Next to view a full preview of your spreadsheet:

Click the "Show all rows" dropdown in the top left and select "Show invalid rows only" to see if any of the rows in your spreadsheet need corrections before submitting the file. Invalid fields will be highlighted in red; you can choose to correct the errors or omit those rows entirely. If everything looks correct, click Submit to begin the upload.

A small popup window in the bottom right of Rotabull will indicate that the upload is in process, and will show you when the upload is complete. Upload times can vary depending on the size of your inventory and system load.

📘

Inventory tip

• To maximize your RFQs from most online marketplaces, you should upload new inventory as frequently as possible (ideally every day)!
• Note that any spreadsheet you upload will replace your entire inventory. If you need to add just a few parts, a quick way to do it is to download your current inventory from the Listings page, add the new parts to it, and re-upload.

Company and Customer Management

When no ERP system is connected to Rotabull, Company and Customer data is managed a little differently:

• When receiving RFQs, Rotabull attempts to identify the buyer company. The company that Rotabull identifies will be automatically added to the deal and is displayed on all of the deal forms (RFQ, Quote, Sales Order etc):

• If you need to change the company on a deal for any reason, click the icon (circled above) to open the Company Match window. This will allow you to choose a different company from the list of existing companies in your Rotabull account, or add a new one.
• The icon circled above can change depending on the state of the company match, just keep in mind that you can always change the company/customer by clicking the icon. You may see a red circle here with the message "Not matched to ERP company (will not insert)". This can be ignored since no ERP is connected.